Change in Attachment Job Assignment Detail (AT-DTL)

Transcription

1 Change in Attachment Job Assignment Detail (AT-DTL) Wayne State University 1 December 10, 2008/v1.3

2 Wayne State University 2 December 10, 2008/v1.3

3 Table of Contents Introduction... 4 Pre-Knowledge Assessment... 5 Learning Objectives... 6 Step 1: EPAF Sign-On... 7 Step 2: New Person Selection... 9 Step 3: New EPAF Job Selection...10 Step 4: Job Change Reason Code...11 Step 5: Electronic Personnel Action Form Joint Appointment (CHJOI)...13 Salary Adjustment (PASAL)...16 Extension of Appointment (REEXT)...19 Renewal of Appointment (RENEW)...22 Step 6: Routing Queue...26 Step 7: Comment Box...27 Step 8: Save and Submit the Transaction...28 Step 9: Scan or Import Required Documentation...29 Access Additional Resources...30 Summary...31 Post-Knowledge Assessment...32 Wayne State University 3 December 10, 2008/v1.3

4 Introduction Welcome to the Change in Attachment Job Assignment Detail (AT-DTL) course. NOTE: AT-DTL is the EPAF category used to make changes to an employee s current or existing job. Note that AT-DTL can ONLY be used on an existing and active position number or suffix. Associated within the AT-DTL category are a number of job change reasons. However, not all job change reasons are available for all employees. Only those job change reasons specific to the employee s e-class can be selected for each transaction. For AT-DTL that e-class is XA. NOTE: The AT-DTL approval category can only be used to make changes to an active, existing position with the e-class XA. NOTE: Changes to Job Detail on the base primary assignment must be completed in conjunction with the attachment detail. The Job Detail and Attachment Detail job change reason codes must be the same for both! Before we begin, there are three important things to be aware of: You must have obtained the proper Banner Security Access to use EPAF. If you have not already done so, see your supervisor. For each type of EPAF transaction, you must set up your default routing queues. If not, the EPAF transaction will not move through the appropriate approval queues. Direct questions about this to your approver. Further information may be obtained from under the heading EPAF. All originators and approvers must take this course. Originators will learn to complete the actual transactions. Approvers will learn the requirements of the transaction entries to ensure accuracy. In this course, we will discuss how to complete transactions for all of the job change reasons associated with AT-DTL. Wayne State University 4 December 10, 2008/v1.3

5 Pre-Knowledge Assessment 1. Fill in the blank. EPAF s AT-DTL category is used to make changes to an existing, position and/or suffix. 2. True or False? AT-DTL is used for all employee types. T F 3. Fill in the blank. There are a number of change reasons associated with AT-DTL. 4. True or False? If you haven t set up your default routing queue, a message will appear that requires you to do so before continuing with the EPAF. T F 5. True or False? AT-DTL is the EPAF category used to make changes to positive hourly employees. T F 6. Fill in the blank. The is used to enter additional, but important information and instructions for the originator, approver, or FYIer. 7. True or False? All supporting documentation must be scanned or imported and indexed using WebXtender s document management system. T F 8. Fill in the blank. EPAF s AT-DTL category is used to make changes to job assignment details for. Wayne State University 5 December 10, 2008/v1.3

6 Learning Objectives Upon completion of this course, you will have learned how to complete the EPAF Change in Attachment Job Assignment Detail (AT-DTL) transaction. Specifically, you will learn to: Step 1: Sign-On to EPAF Step 2: Complete the New Person Selection screen Step 3: Complete the New EPAF Job Selection screen Step 4: Select the Job Change Reason Step 5: Complete the Electronic Personnel Action Form for all job change reasons associated with the AT-DTL transaction: o Joint Appointment (CHJOI) o Salary Adjustment (PASAL) o Extension of Appointment (REEXT) o Renewal of Appointment (RENEW) Step 6: Define the Routing Queue Step 7: Add to the Comment Box Step 8: Save and Submit the Transaction Step 9: Scan/Import Required Documentation Access Additional Resources Let s begin with Step 1: Sign-On to EPAF Wayne State University 6 December 10, 2008/v1.3

7 Step 1: Sign On to EPAF The first step to completing an AT-DTL transaction is to sign on to EPAF. To do this, follow these steps: 1) Login to Pipeline at Pipeline.wayne.edu. 4) Click the Employee tab. 3) Click Employee Self Service 4) Click More Employee Services Wayne State University 7 December 10, 2008/v1.3

8 Step 1: Sign On to EPAF, continued 5) Click Electronic Personnel Action Forms. 6) Click New EPAF. Wayne State University 8 December 10, 2008/v1.3

9 Step 2: New EPAF Person Selection The second step in creating an AT-DTL EPAF involves completing the New EPAF Person Selection screen. This must be done for EVERY EPAF transaction. The following steps explain how to complete this screen: 1) Enter the employee s Banner ID or Access ID and TAB to the Query Date field. NOTE: Always check to be sure you have entered the appropriate ID! 2) In the Query Date field, leave the default date and press TAB. NOTE: You will see what was on NBAJOBS as of the query date. 99 percent of the time this will be fine. However, if the change involves a future date, you need to change the query date to the true personnel date. 3) In the Approval Category field, click the down arrow and select Change in Attachment Job Assignment Detail, AT-DTL. 4) Click Go. Wayne State University 9 December 10, 2008/v1.3

10 Step 3: New EPAF Job Selection The third step in creating an AT-DTL EPAF involves the New EPAF Job Selection screen. This must be done for EVERY EPAF transaction. The following explains how to use this screen: 1) Under Existing Jobs, click the Number and Title of the assignment for which the AT-DTL will change. NOTE: Do NOT enter anything under New Job. Wayne State University 10 December 10, 2008/v1.3

11 Step 4: Select the Job Change Reason After signing on to EPAF and completing the New Person Selection and New Job Selection screens, you will be prompted to select a job change reason. This also must be done for EVERY EPAF transaction. 1) Here, following the directive, Please Select a JCRE, click the down arrow to select the appropriate job change reason code. 2) A description of the job change reason you selected appears. Now that we ve discussed the steps involved in beginning an AT-DTL EPAF, let s take a close look at completing the Electronic Personnel Form for each job change reason associated with AT-DTL. Wayne State University 11 December 10, 2008/v1.3

12 Step 5: Complete the Electronic Personnel Action Form The fifth step in the process involves entering the data that will change the job detail for the employee s current assignment. Guidance for completing personnel transactions is different for each Job Change Reason Code. This manual contains separate sections for each of the codes. Using the Job Change Reason Code selected in Step 4, find the appropriate section in the manual and use the instructions within to complete the transaction. CRITICAL: Each Job Change Reason Code section contains steps, guidance, and critical information relating to the completion of that transaction. To avoid rework, frustration, and delays in processing the transaction, you MUST read and adhere to all notes, warnings, directions, and information presented in this manual. Failure to read and follow the instruction as written in this manual could result in restarting the transaction until the directions are followed or the rejection of the transaction during the application process. Wayne State University 12 December 10, 2008/v1.3

13 Joint Appointment (CHJOI) Overview The Joint Appointment (CHJOI) transaction is the AT-DTL job change reason code used when the employee is receiving a Joint Appointment within the same E-class. AT-DTL CHJOI can be used with following e-class: XA. REMEMBER! The AT-DTL approval category can only be used to make changes to an active, existing position with the e-class XA. Complete the EPAF Transaction The following outlines the procedures for completing the AT-DTL CHJOI transaction. Referring to any required documentation, perform each of the following steps. STEP 1 Sign-On to EPAF (page 7) STEP 2 New EPAF Person Selection (page 9) STEP 3 New EPAF Job Selection (page 10) STEP 4 Select Job Change Reason Code (page 11) Wayne State University 13 December 10, 2008/v1.3

14 Joint Appointment (CHJOI), continued STEP 5 Electronic Personnel Action Form NOTE: You MUST be aware of the Loading message in the upper right corner of the screen. This indicates that the system is retrieving web enhancements and no entry should be made until loading is completed. 1) Scroll down until all fields under Job Detail are visible. 2) Enter the Personnel Date and Tab to the Annual Salary field. REMEMBER! The Personnel Date is the actual date the transaction occurs. NOTE: The effective date auto-populates and cannot be changed. 3) In the Annual Salary field, enter the attachment amount the employee will receive. Wayne State University 14 December 10, 2008/v1.3

15 Joint Appointment (CHJOI), continued STEP 6 Routing Queue (page 24) STEP 7 Comment Box (page 25) Although optional, it is a good idea to list all attachments in the Comment Box, both here and on Job Detail. STEP 8 Submit the Transaction for Approval (page 26) STEP 9 Scan or Import and Index Documentation (page 28) Reminders When creating a CHJOI transaction, you need to remember: If there is an error in the personnel date, you must first clear the cache and then re-enter the EPAF. Although optional, it is a good idea to list all attachments in the Comment Box, both here and on Job Detail. You MUST be aware of the Loading message in the upper right corner of the screen. This indicates that the system is retrieving web enhancements and no entry should be made until loading is completed. The effective date auto-populates and cannot be changed. It s important that the transaction be approved and applied in accordance with the payroll deadline calendar, or the transaction will fail. Review In this topic, you learned to complete the AT-DTL personnel transaction for the CHJOI job change reason code. Wayne State University 15 December 10, 2008/v1.3

16 Salary Adjustment (PASAL) Overview The Salary Adjustment (PASAL) transaction is the AT-DTL job change reason used for any change in salary that does NOT affect Classification Title, Appointment Percentage, or Shift. Also, do NOT use this code to adjust Part-Time Faculty salary during an active semester. As of October, 2008, AT-DTL PASAL can be used with the following e-class: XA REMEMBER! The AT-DTL approval category can only be used to make changes to an active, existing position with the e-class XA. Complete the EPAF Transaction The following pages outline the step-by-step procedures for completing the AT-DTL PASAL (Salary Adjustment) transaction. STEP 1 Sign-On to EPAF (page 7) STEP 2 New EPAF Person Selection (page 9) STEP 3 New EPAF Job Selection (page 10) STEP 4 Select Job Change Reason (page 11) Wayne State University 16 December 10, 2008/v1.3

17 Salary Adjustment (PASAL), continued STEP 5 Electronic Personnel Action Form NOTE: You MUST be aware of the Loading message in the upper right corner of the screen. This indicates that the system is retrieving web enhancements and no entry should be made until loading is completed. 1) Scroll down until all fields under Job Detail are visible. 2) Enter the Personnel Date and Tab to the Annual Salary field. REMEMBER! The Personnel Date is the actual date the transaction occurs. NOTE: The Jobs Effective Date defaults in and cannot be changed. 3) In the Annual Salary field, enter the actual attachment amount the employee is to receive. STEP 6 Routing Queue (page 24) STEP 7 Comment Box (page 25) STEP 8 Submit the Transaction for Approval (page 26) STEP 9 Scan or Import and Index Documentation (page 28) Wayne State University 17 December 10, 2008/v1.3

18 Reminders When creating a PASAL transaction, you need to remember: If there is an error in the personnel date, you must first clear the cache and then re-enter the EPAF. In the Annual Salary field, enter the actual attachment amount the employee is to receive. NOTE: You MUST be aware of the Loading message in the upper right corner of the screen. This indicates that the system is retrieving web enhancements and no entry should be made until loading is completed. It s important that the transaction be approved and applied in accordance with the payroll deadline calendar, or the transaction will fail. Review In this topic, you learned to complete the AT-DTL personnel transaction for the PASAL job change reason code. Wayne State University 18 December 10, 2008/v1.3

19 Extension of Appointment (REEXT) Overview The Extension of Appointment (REEXT) transaction is the AT-DTL job change reason used for extensions for Administrative assignments when the employee has a Tenured Academic position. AT-DTL REEXT can be used with the following e-class: XA. REMEMBER! The AT-DTL approval category can only be used to make changes to an active, existing position with the e-class XA. Complete the EPAF Transaction The following pages outline the step-by-step procedures for completing the AT-DTL REEXT (Renewal/Extension of Appointment) transaction. STEP 1 Sign-On to EPAF (page 7) STEP 2 New EPAF Person Selection (page 9) STEP 3 New EPAF Job Selection (page 10) STEP 4 Select Job Change Reason (page 11) Wayne State University 19 December 10, 2008/v1.3

20 Extension of Appointment (REEXT), continued STEP 5 Electronic Personnel Action Form NOTE: You MUST be aware of the Loading message in the upper right corner of the screen. This indicates that the system is retrieving web enhancements and no entry should be made until loading is completed. 1) Scroll down until all fields under Job Detail are visible. 2) Enter the Personnel Date and Tab to Appointment Percent. REMEMBER! The Personnel Date is the actual date the transaction occurs. NOTE: The Jobs Effective Date defaults in and cannot be changed. 3) In the Appointment Percent field, the current percentage of the appointment defaults in. If the current value is changing in conjunction with the REEXT, enter the new value as a whole number and Tab to the Annual Salary field. 4) In the Annual Salary field, enter the actual attachment amount the employee will receive. Do NOT use this field if the salary is NOT changing. STEP 6 Routing Queue (page 24) STEP 7 Comment Box (page 25) STEP 8 Submit the Transaction for Approval (page 26) STEP 9 Scan or Import and Index Documentation (page 28) Wayne State University 20 December 10, 2008/v1.3

21 Extension of Appointment (REEXT), continued Reminders When creating an REEXT transaction, there are several things you need to remember: NOTE: You MUST be aware of the Loading message in the upper right corner of the screen. This indicates that the system is retrieving web enhancements and no entry should be made until loading is completed. If there is an error in the personnel date, you must first clear the cache and then re-enter the EPAF. Do NOT enter the Attachment Amount if it is NOT changing. It s important that the transaction be approved and applied in accordance with the payroll deadline calendar, or the transaction will fail. Review In this topic, you learned to complete the AT-DTL personnel transaction for the REEXT job change reason code. Wayne State University 21 December 10, 2008/v1.3

22 Renewal of Appointment (RENEW) Overview The Renewal of Appointment (RENEW) transaction is the AT-DTL job change reason used for any Renewal of Assignment when there is no gap in service. NOTE: Only use RENEW if this assignment has not fallen off payroll, or if this employee will not fall off payroll prior to the transaction being applied. AT-DTL RENEW can be used with the following e-class: XA. REMEMBER! The AT-DTL approval category can only be used to make changes to an active, existing position with the e-class XA. Complete the EPAF Transaction The following pages outline the step-by-step procedures for completing the AT-DTL RENEW transaction. STEP 1 Sign-On to EPAF (page 7) STEP 2 New EPAF Person Selection (page 9) STEP 3 New EPAF Job Selection (page 10) Wayne State University 22 December 10, 2008/v1.3

23 Renewal of Appointment (RENEW), continued STEP 4 Select Job Change Reason (page 11) NOTE: The AT-DTL RENEW EPAF is selected for personnel actions on an active position/suffix only. STEP 5 Electronic Personnel Action Form NOTE: You MUST be aware of the Loading message in the upper right corner of the screen. This indicates that the system is retrieving web enhancements and no entry should be made until loading is completed. 1) Scroll down until all fields under Job Detail are visible. 2) Enter the Personnel Date and Tab to Contract End Date. REMEMBER! The Personnel Date is the actual date the transaction will occur. NOTE: The Contract Begin Date defaults in and cannot be changed. NOTE: The Jobs Effective Date defaults in and cannot be changed. 3) In the Contract End Date field, enter the new contract end date and TAB to Job Status. 4) If the Attachment Amount is changing at the same time as the renewal, enter the attachment amount the employee is to receive. Wayne State University 23 December 10, 2008/v1.3

24 Renewal of Appointment (RENEW), continued STEP 6 Routing Queue (page 24) STEP 7 Comment Box (page 25) NOTE: If applicable, use the Comment Box to enter the specific details (date/type) of the employee s VISA. For example, if the contract end date is different than the document due to the Visa, enter the contract dates as entered on the documents. STEP 8 Save and Submit the Transaction for Approval (page 26) STEP 9 Scan or Import and Index Documentation (page 28) Wayne State University 24 December 10, 2008/v1.3

25 Renewal of Appointment (RENEW), continued Reminders When creating an RENEW transaction, you need to remember: Only use RENEW if this assignment has not fallen off payroll, or if this assignment will not fall off payroll prior to the transaction being applied. The AT-DTL RENEW EPAF is selected for personnel actions on an active position/suffix only. NOTE: You MUST be aware of the Loading message in the upper right corner of the screen. This indicates that the system is retrieving web enhancements and no entry should be made until loading is completed. If there is an error in the personnel date, you must first clear the cache and then re-enter the EPAF. If there is no change in the attachment amount (annual salary), do NOT enter. If applicable, use the Comment Box to enter the specific details (date/type) of the employee s VISA. For example, if the contract end date is different than the document due to the Visa, enter the contract dates as entered on the documents. It s important that the transaction be approved and applied in accordance with the payroll deadline calendar, or the transaction will fail. Review In this topic, you learned to complete the AT-DTL personnel transaction for the RENEW job change reason code. Wayne State University 25 December 10, 2008/v1.3

26 Step 6: Routing Queue The sixth step in completing an EPAF transaction is making sure your routing queue is accurate. The steps for doing so follow. Step 6 Routing Queue NOTE: If you haven t already done so, you will be prompted to set up your default routing queue when you first enter the EPAF transaction. The steps that follow are for editing the routing queue for the current transaction. The routing queue must be accurate. If you have questions about the routing queue, speak to your approver or business manager. NOTE: Do NOT put level 60 in the routing queue! 1) If necessary, for the current transaction only, enter additions to the required Approval (review) Levels. 2) If necessary, for the current transaction only, enter changes or additions to the AccessID(s) for an approval level(s). 3) If necessary, for the current transaction only, enter changes or additions to the Required Action for an approval level(s) NOTE: If more than 9 approval levels are required, click Save and Add New Rows and enter the additional approval level information Scroll down until the Comment box is visible. Wayne State University 26 December 10, 2008/v1.3

27 Step 7: Comment Box The seventh step in completing an EPAF transaction is adding explanatory and/or required comments. Comments should give information that further clarifies the transaction, or instructs the approver or originator about transaction specifics. The steps for adding a comment follow. Step 7 Comment Box 1) Enter any comments that are relevant to the transaction in this box. 2) Click Save. Wayne State University 27 December 10, 2008/v1.3

28 Step 8: Save and Submit the Transaction The final step, Step 8, is saving and submitting the transaction. This saves it to the system, and places it in the routing queue to be reviewed and approved. The steps for doing so follow. Step 8 Save and Submit the Transaction 1) Click Save. 2) Click Submit. NOTE: You MUST be aware of the Loading message in the upper right corner of the screen. This indicates that the system is retrieving web enhancements and no entry should be made until loading is completed. Do NOT click SUBMIT until Loading is complete. NOTE: Only click SUBMIT once. NOTE: After submitting the transaction, always scroll down to see if there are any errors. NOTE: Once the transaction has been successfully submitted, it is placed in the Pending Queue awaiting approval. 3) At the bottom of the screen is the Transaction History section. This section shows when the transaction was created and submitted, and by whom. Wayne State University 28 December 10, 2008/v1.3

29 Step 9: Scan or Import and Index Documentation When an EPAF AT-DTL transaction has been successfully saved and submitted, it is time to organize your supporting documentation and scan or import it and index it using WebExtender. This provides an electronic copy for individuals in your routing queue to refer to as they review your transaction. There is a separate course for WebExtender. You MUST attend this course to be granted access. See your supervisor for details. Wayne State University 29 December 10, 2008/v1.3

30 Additional Resources Although this course is relatively comprehensive, there are additional resources available to assist you with the EPAF process. The WSU Help System holds different resource documents that are available for download. Here is a partial listing: EPAF Participant Manuals and Job Aids EPAF 101, Getting Started guide Setting Your Routing Queue guide EPAF FYIer and Approver Participant Guide Application/WebExtender Job Aids To access any of these documents, follow this link, Wayne State University 30 December 10, 2008/v1.3

31 Summary This completes the Change in Attachment Job Assignment (AT-DTL) course. Now that you have completed the course, you should be able to complete the EPAF Change in Attachment Job Assignment Detail (AT-DTL) transaction for each of its job change reasons. Specifically, you should be able to: Step 1: Sign-On to EPAF Step 2: Complete the New Person Selection screen Step 3: Complete the New EPAF Job Selection screen Step 4: Select the Job Change Reason Step 5: Complete the Electronic Personnel Action Form for all job change reasons associated with the AT-DTL transaction: o Joint Appointment (CHJOI) o Salary Adjustment (PASAL) o Extension of Appointment (REEXT) o Renewal of Appointment (RENEW) Step 6: Define the Routing Queue Step 7: Add to the Comment Box Step 8: Save and Submit the Transaction Scan/Import Required Documentation Access Additional Resources Wayne State University 31 December 10, 2008/v1.3

32 Post-Knowledge Assessment 1. Fill in the blank. There are a number of change reasons associated with AT-DTL. 2. Fill in the blank. EPAF s AT-DTL category is used to make changes to an existing, position and/or suffix. 3. True or False? AT-DTL is the EPAF category used to make changes to hourly positive employees. T F 4. Fill in the blank. EPAF s AT-DTL category is used to make changes to job assignment details for. 5. True or False? If you haven t set up your default routing queue, a message will appear that requires you to do so before continuing with the EPAF. T F 6. Fill in the blank. The is used to enter additional, but important information and instructions for the originator, approver, or FYIer. 7. True or False? AT-DTL is used for all employee types. T F 8. True or False? All supporting documentation must be scanned or imported and indexed using WebXtender s document management system. T F Wayne State University 32 December 10, 2008/v1.3